HomeMy WebLinkAbout07-16-13 AgendaOCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive
Ocoee, Florida
July 16, 2013 AGENDA 7:15 P.M.
REGULAR CITY COMMISSION MEETING
A. CALL TO ORDER
Invocation
Pledge of Allegiance
Roll Call and Determination of Quorum
B. PRESENTATIONS AND PROCLAMATIONS
Proclamation - Recreation and Parks Month — July 2013. (Mayor Vandergrift)
Presentation on Legislative Updates — Chris Carmody of GrayRobinson, P.A.
Presentation on Impact Fee Update. (City Planner Rumer)
Update on Tri -City Partnership Consultant. (CRA Administrator Wagner)
C. COMMENTS FROM CITIZENS /PUBLIC
D. STAFF REPORT AND AGENDA REVIEW
E. COMMISSIONERS ANNOUNCEMENTS
F. CONSENT AGENDA
ALL MATTERS LISTED UNDER TI IE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE: AND WILL BE
ACTED UPON BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF TEIESE ITEMS UNLESS
DISCUSSION IS DESIRED BY A MEMBER OF THE COMMISSION, IN WHICH CASE THE MAYOR WILL
INSTRUCT THE CITY CLERK TO REMOVE; "THAT ITEM FROM THE CONSENT AGENDA AND SUCH ITEM
WILL BE CONSIDERED SEPARATELY.
1. Approval of Minutes for the Regular Commission Meeting Held June 18, 2013.
(City Clerk Eikenberry)
2. Approval of Award of Bid #B13 -08 Ison Center Audiovisual Improvements and
Change Order No.l. (Purchasing Agent Tolbert)
The City received a Congressional grant to improve the West Orange Senior Citizens and Veteran
Service Center at the Toni C. Ison Center owned and maintained by the City of Ocoee. The final phase
of the work is installation of major audiovisual facilities for sound and video.
The City of Ocoee, Florida (City) solicited bids from qualified contractors to furnish and install the
audiovisual equipment at the Ison Center for Senior Citizens and Veterans, located at 1701 Adair
Street in north - central Ocoee. These improvements are specified on the Bid Plans (drawings) prepared
for the City by Technology Research and Consulting, Inc. through Rhodes + Brito, Architects. All
work is to be done in accordance with the drawings, the Measure and Payment section and other bid
documents.
The subject project is funded in part by the remainder of a Congressional grant in the amount of
$14,267.18 that expires on September 30, 2013. As a condition of the work, the Contractor must
satisfactorily complete the work prior to September 10, 2013.
The bid was publicly advertised on June 16, 2013, and opened on July 9, 2013. There was a total of
three (3) bids received ranging from $27,498.00 to $36,782.54. All bids are available in the Finance
Regular City Commission Meeting
July 16, 2013
Department for review. The Support Services and Finance Departments reviewed all bids received and
all were considered responsive. Staff recommends awarding the bid to Infinity Corporation of Central
Florida dba Infinity AV & Security, as the most responsive and responsible bidder in the amount of
$27,498.00. Additionally, staff recommends approval of Change Order No. 1 in the amount of
$5,483.00 in order to return components to the project scope that had been removed in order to ensure
bids were received within the available funding level.
3. Brynmar Phase 2 Subdivision. (City Engineer Wheeler)
This plat is for phase 2 of the Brynmar subdivision, the final phase of this development. The Brynmar
subdivision is located at the southeast corner of McCormick and Ingram Roads. The overall
subdivision contains 95 single family residential lots on approximately 33.48 acres of land. The phase
2 portion of the development comprises 31 of those lots on approximately 8.36 acres of land.
Columnar Develop, LLC has also chosen to install upgraded street lights to match those installed in
phase 1 of the development and has pre -paid Progress Energy Florida, Inc. the capital installation cost.
Columnar Develop, LLC has executed the City of Ocoee's revised Developers and Homeowners
Association Agreement for Upgraded Street Lights for the entire subdivision.
a. Approval of Phase 2 Plat
b. Approval of Developers and Homeowners Association Agreement for
Upgraded Street Lights
4. Approval of Construction Phase Engineering Services with CPH, Inc. on the
North Side Reclaimed Water Main Extension Project. (City Engineer Wheeler)
By action of the City Commission at the June 19, 2012, Commission Meeting, CPH, Inc. was
authorized to proceed with preliminary layout, detailed design including survey and geotechnical
services, and assistance during the bidding of the project. No construction phase services from CPH,
Inc. were included at that time because the Engineering and Utilities Departments were planning to
perform most of the construction services in- house. City personnel are performing the daily field
inspection of the construction, review and approval of shop drawings and contractor monthly pay
requests, answering questions from the contractor and /or property owners along the project route, and
many other administrative tasks related to the project.
However, there may be times when assistance would be needed from CPH, Inc. The attached proposal
details many of the deliverables required to finalize the pen with Orange County and OOCEA to
work within their rights -of -way and possible functions that may require staff to request interpretation
and /or assistance from the engineer of record. The proposal is based upon the request for time and
materials and is not a lump sum proposal. The proposal for Construction Phase Engineering Services
with CPH, Inc. on the North Side Reclaimed Water Main Extension Project is a not to exceed amount
of $5,965.00.
5. Approval of a Budget Transfer in the Amount of $24,999.00 from the Planning
Department Budget to the Contractual Services Account of the Building
Division. (Building Official Washington)
The City reduced Building Division staff commensurate with reductions in applications over the past
five years. Several factors have resulted in the use of contractual inspections and plan review services
from a private provider to maintain the basic level of customer service for the Building Division.
Recently, the Building Division lost two permitting technicians and two building inspectors to attrition,
resulting in a workforce incapable of meeting today's increased permitting demands and existing
customer service goals. The beginning of vertical construction in Brynmar and Arden Park South
subdivisions and the Casa Mirella apartment projects have challenged the inspections and plan review
capacity of the Building Division staff. This combined with the unfilled inspector positions has further
compromised the division's effectiveness. To meet the growing demands of the residential market, the
Building Division has engaged the services of PDCS, LLC for a multi -trade inspector until the
inspector positions can be filled.
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Regular City Commission Meeting
July 16, 2013
6. Approval of Edward Byrne Memorial Justice Assistance Grant (JAG) FY 2013
Application 2013- H4965- FL -DJ. (Police Chief Brown)
Based on FBI Uniform Crime Reports, $11,507.00 has been made available for the City of Ocoee
Police Department through the Edward Byrne Memorial Justice Assistance Grant (JAG). With this
money, staff recommends the purchase of 25 mobile printer packages. These printers will be used by
officers in the field to print copies of reports, uniform traffic citations, driver exchange of information
crash reports, property receipts, etc. This equipment will improve customer service to members of the
public by saving them time, inconvenience, and expense of traveling to police headquarters to obtain
(and in some cases purchase) copies of the above - listed reports. This equipment will save staff time in
locating and reproducing copies of the above - listed reports for the public.
7. Approval of Edward Byrne Memorial Justice Assistance Grant (JAG) FY 2013
Application 2014 -JAGC -2151. (Police Chief Brown)
This year, $10,787.00 has been made available for the City of Ocoee Police Department through the
Edward Byrne Memorial Justice Assistance Grant (JAG). The Byrne Memorial Justice Assistance
Grant (JAG) Formula Program Committee wishes to submit the attached 5l% Letter to the Office of
Criminal Justice Grants in Tallahassee. This letter lists the various programs for which the
participating law enforcement agencies in Orange County plan to spend the $347,458.00 allocated to
them. The letter and accompanying grant application must be signed by the Mayor. If approved, the
City of Ocoee will receive $10,787.00 to purchase new Internal Affairs tracking software. The agency
currently tracks complaints with an outdated and non - supported filing system. The new tracking
software is automated, paperless, user friendly, allows more than one user, sends out alerts when
patterns are noticed, and allows the agency to be more efficient with processing officer complaints.
The agency plans to purchase Cl Technologies IA Pro software through standard City purchasing
procedures. IA Pro software is currently used by Winter Garden, Apopka, Clermont, and several other
Florida law enforcement agencies and is compatible with the City's computer system.
G. PUBLIC HEARINGS -None
H. FIRST READING OF ORDINANCE
8. First Reading of Ordinance for Establishment of a Fire Protection Assessment
Ordinance replacing section 77 -1 through 77 -9 of the City Code. (Second Reading
and Public Hearing schedided for August 6, 2013, Regular Commission Meeting at 7:15 p. in. or soon
thereafter). (Assistant City Manager Shadrix)
For consideration is the proposed Fire Protection Assessment Ordinance. The purpose of this
Ordinance is to (1) provide procedures and standards for the imposition of Citywide Fire Protection
Assessments under the general home rule powers of a municipality; (2) authorize a procedure for the
funding of Fire Protection services, facilities, or programs providing special benefits to property within
the City; and (3) legislatively determine the special benefit provided to Assessed Property from the
provision of the City's fire protection services. This Ordinance is a purely procedural document that
outlines the steps necessary to implement a Fire Protection Assessment and provide for its collection
pursuant to section 197.3632, Florida Statutes; it does not prescribe a methodology or rates. This
Ordinance repeals and replaces section 77 -1 through 77 -9 of the City Code.
I. REGULAR AGENDA
9. Code Enforcement Reduction of Fine /Lien for 1004 Oakwood Ln. (Assistant
Director of Support Services Gaines)
On November 22, 2011, during a Minimum Standards Housing Inspection, the property located at
1004 Oakwood Ln. was observed to have three (3) code violations: broken interior doors, no smoke
alarms, and missing interior electrical faceplate covers throughout. On January 24, 2012, the Code
Enforcement Board found the respondents in violation as cited and issued an order to comply by
February 7, 2012, or be fined $100.00 per day. On February 8, 2012, the property was observed to still
be in non - compliance.
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Regular City Commission Meeting
July 16, 2013
On June 6, 2013, the property was observed to be in full compliance, with an accrued fine totaling
$48,600.00. At the June 25, 2013, Code Enforcement Board meeting, the property manager stated that
the property was for sale and that this fine was a deterrent to potential buyers. The board recommended
reducing the fine to $2,000.00. The Code Enforcement Board commended the property manager for
bringing the property into compliance after only six weeks, as it had been in non - compliance for
approximately 16 months prior.
10. Discussion on City Cemetery - Consideration of Budgeting for Cemetery
Improvements. (Commissioner Johnson)
11. Amendment No. 3 to City of Ocoee Services Two Phase Agreement with
American Traffic Solutions, LLC pertaining to Red Light Running Camera
Enforcement System. (Assistant City Attorney Drage)
During the recent session, the Florida Legislature passed and the Governor signed into law
CS /CS /HB7125, now known as Chapter 2013 -160 Laws of Florida amending certain provisions of the
Mark Wandall Traffic Safety Act. The City Commission recently amended the City Code of
Ordinances to comply with the new statutory provisions.
In addition, the Agreement with the City's traffic light camera vendor, American Traffic Solutions,
LLC ( "ATS "), must be amended to comply with the new statutory provisions requiring the City to
provide a hearing officer, clerk and facility for Notice of Violation hearings and to provide for
subsequent notices to be sent to violators.
12. Setting the 2014 Millage Rate. (City Manager Frank)
The TRIM act requires local governing bodies to set a proposed tentative millage rate annually during
the month of July. The Property Appraiser is then notified of the rate and uses it to advise taxpayers of
their proposed tax levies for the next year. The rate can be lowered during the budget hearings in
September and has historically been done so by the City.
13. Selecting Workshop and Hearing Dates for the 2014 Budget. (Finance Director
Horton)
Workshops are held during August to discuss the proposed budget for the upcoming fiscal year.
Changes are made to the proposed budget based upon a consensus of the Commission during the
workshops. Public hearings are required by the TRIM act and serve as a mechanism to notify the
citizens of the proposed budget and give them an opportunity to comment on the budget. Public
hearings are held in September.
J. STAFF ACTION ITEMS
K. COMMENTS FROM COMMISSIONERS
ADJOURNMENT
PLEASE NOTE: IN ACCORDANCE WITH FLORIDA STATUTES 286.0105: ANY PERSON WHO DESIRES TO
APPEAL ANY DECISION AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND FOR THIS
PURPOSE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH
INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS BASED.
ALSO, IN ACCORDANCE WITH FLORIDA STATUTE 286.26: PERSONS WITH DISABILITIES NEEDING
ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE
CITY CLERK, 150 N. LAKESHORE DRIVE, OCOEE, FL 34761, (407) 905 -3105 48 HOURS IN ADVANCE OF THE
MEETING.
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